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HomeMy WebLinkAbout2017-05-10 Minutes0"IfingiRm museumti BOARD M EET I N G May 10, 2017 Clarington Town Hall 40 Temperance Street, Room IA, Bowmanville, Ontario Present: S. Cooke H. Ridge (Curator/Interim ED) S. Elhajjeh (to 7:30 pm) K. Warren S. Middleton M. Morawetz W. Woo 1. Call to Order: S. Cooke called the meeting to order at 7:08 p.m. 2. Adoption of Agenda: Moved by: S. Middleton Seconded by: W. Woo THAT: the agenda be accepted as presented. MOTION CARRIED 3. Disclosure of Interests: No interests were disclosed. 4. Correspondence: None. 5. Announcements: M. Morawetz reminded board members of Doors Open Clarington coming up Saturday, June 10th from 10 am to 4 pm, featuring the village of Kendal and surrounding areas showcasing 15 sites. The Kirby Schoolhouse - Clarke Museum will be open as part of the day's tour and will offer family friendly activities as guests experience a one room schoolhouse environment, along with Aimie Harris, Orono Horticultural Society, speaking on heritage plants and the living wall. K. Warren stated that on behalf of the museum board, she will represent the CHC, Clarington Heritage Committee, to promote their agenda at the Doors Open Clarke Museum site on June 101 . 6. Approval of Minutes: Moved by: K. Warren Seconded by: S. ElhaJeh THAT: the Board minutes from April 12, 2017 be approved as circulated. MOTION CARRIED 7. Business Arising from Minutes: To be discussed as part of Executive Director's reports. 8. Executive Director's Report: H. Ridge reviewed the ED report as submitted highlighting items including: Young Canada Works approved for two summer students; 1 for Summer Program Assistant, 1 for Summer Cataloguing Assistant. Both 75% funded. Canada Summer Jobs approved for two summer students; 1 for Youth Grounds & Garden Assistant, 1 for Cataloguing Assitant: Clarke Project. Both received 92% funding. oo Note that both grant applications requested 100% funding. oo H. Ridge asked for direction to post and hire for these positions. She was directed by the board to proceed. Museum newsletters have been emailed to all members as able with 10 mailed out as needed. A -frame signs are being used downtown Bowmanville to promote the Edwardian Teas and were produced by the BOAA as they are the caterers. oo A -frames are also promoting the Day Camps for PA Day June 9th, and Summer Camp. oo Recreation & Leisure Guide for Clarington also promotes museum camps and programs. oo Museum staff took part in "How -to -in -10 Festival at Bowmanville Library branch on April 29th. How to preserve your family heirlooms was presented. oo May 6th displayed at Maplefest working with Tourism, & BOAA. oo Own Your Ed Conference attended by J. Steen Wed May 24th — engaging students through the "Oral History Project" oo Doors Open Clarington — cross promotion request for tickets to Edwardian Tea or fall Spirit walks using social media. At discretion of H. Ridge. oo Edwardian Tea tickets are being sold for each Wed through the summer starting June 14th which is earlier than other years. Two sittings. 24 tickets sold so far. K. Warren suggested providing comment cards on each table requesting feedback on caterers & arrangements, and a giveaway with tea cups for attendees with a free ticket to the 2018 tea season. oo Canada Day July 1St program is planned and being worked on. Bowmanville Lions have been approached to run the BBQ with hotdogs only as staff and volunteer numbers available for the day are lower this year. Lions suggested museum staff source the food and handle all money. This will be the 32nd year for this event at the museum. It is not a money maker but provides for a very positive community outreach event with long term good will results. There will be 2 bands providing music, the Mayor and councillors will be invited to cut and serve the cake, Steven Cooke will act as MC for the event. oo No Curator at this time so no report. Hiring plans to be discussed. oo J. Steen, Program Coordinator prepared and submitted report on monthly summaries and event updates. oo Finance Reports prepared and submitted by Irene Locke, Bookkeeper. Statement of Financial Position and Statement of Operations both submitted. 9. New Business: a) Avro gifts still in stock are selling slowly. H. Ridge got a quote on costs to transport the large models back but very costly. S. Cooke & S. Middleton will look at alternatives. b) Helen Schmid, Orono, archival collection will be donated to the museum on May 17th. There are 7 filing cabinets and archival boxes included. Transport to be arranged with the help of S. Cooke. c) Petty cash policy presently does not allow cash to be available nor a credit card for the museum staff to use so purchasing is more difficult for shorter term notice requirements. Table to next meeting. H. Ridge asked to make recommendations regarding the process then. 10. In Camera: Moved by: K. Warren Seconded by: W. Woo That: at 8:11 pm in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matters that deal with b) personal matters about an identifiable individual, including municipal or local board employees, d) labour relations or employee negotiations, e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, and f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. MOTION CARRIED Discussion followed on four items. Moved by: S. Middleton Seconded by: W. Woo That: at 9:10 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 11. Date and Place of Next Board Meeting: The next meeting will be held Wed. June 14, 2017 at 7 p.m. Location: Town Hall, Room 1 A if available 12. Adjournment: S. Middleton moved the meeting be adjourned at 9:15 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives